Module 5 · Lesson
Zapier vocabulary
| Term | Meaning |
|---|---|
| Zap | One automated workflow. |
| Trigger | The event that starts the Zap, such as a new spreadsheet row or form submission. |
| Action | A step the Zap performs, such as sending an email or creating a task. |
| Task | Zapier’s unit of usage. Each action that completes successfully counts as one task against your plan’s monthly allowance. |
| Multi-step Zap | A Zap with more than one action. |
| Filter | A condition that stops the Zap unless it is met (“only continue if Status is Offer accepted”). |
| Paths | Branches that do different things depending on conditions. |
| Formatter | A built-in step that reformats dates, text and numbers. |
| Delay | A step that waits for a set time or until a date. |
| Tables and Forms | Zapier’s own simple database and form builder, useful as a trigger source. |
| AI by Zapier | A built-in step that sends a prompt to a language model and returns the result in fields you define. Documentation |
| Human in the Loop | A built-in app that pauses a Zap until a person approves, declines, edits or supplies data. Documentation |
| Zap history | The log of every run, with the data that passed through each step. |
NOTEPlan limits
At the time of writing, Zapier’s free plan is widely reported as allowing 100 tasks a month and two- step Zaps only (one trigger and one action). Multi-step Zaps, filters, paths and premium apps require a paid plan, and Zapier’s documentation describes Human in the Loop as a premium app. Plans change; confirm on Zapier’s pricing page. You can learn every concept in this module on the free plan and complete the assignment with the two-step variant described below, or use a trial to build the full version.
Before you connect anything
- Get approval. Connecting an automation tool to HR systems, email or shared drives is an IT and privacy decision. Ask first.
- Understand the data flow. Data passes through the automation vendor’s servers and is stored in run history. Check that this is acceptable for the data involved and that a data-processing agreement is in place.
- Use least privilege. Connect accounts that can access only what the automation needs. Prefer a shared service account to your personal login, so the automation does not break or over-reach when you change role.
- Minimise data. Pass only the fields each step needs. Keep sensitive details out of chat notifications.
- Build with test data. Use fictional people and your own email addresses until testing is complete.
Jot down key ideas in your own words. Saves automatically.